Executive Assistant, Member Services

Ontario Teachers' Pension Plan is seeking an Executive Assistant to provide high-quality administrative and coordination support to the Member Services team. The role involves managing meeting logistics, preparing presentations, coordinating expenses, and assisting with team activities to foster collaboration and engagement.

Responsibilities

• Prepare meeting materials and coordinate agendas
• Take meeting minutes, as required
• Manage travel arrangements for the director or vice president
• Manage group registrations for conferences, flights and hotels for the department
• Process and record invoices for the department
• Prepare monthly expense reports
• Review and prioritize incoming correspondence for the director or vice president
• Provide dedicated administrative support for All Councils Meetings and MS Forward meetings (Directors & Senior Managers)
• Prepare meeting materials, coordinate agendas, and compile and finalize presentations for meetings and committees
• Coordinate room bookings and catering using Outlook and Momentus for team meetings and events
• Provide administrative support to the Senior Executive Assistant and leadership team within Member Services
• Provide coverage during vacation and time-off periods, as required
• Plan and coordinate offsite meetings, team activities, and events
• Coordinate gift cards, rewards, and recognition activities

Skills

• A minimum of 1-2 years of administrative assistance support
• Excellent MS Office Skills: Word, Excel and PowerPoint
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word) and proficiency with collaboration and productivity tools such as Teams, SharePoint, ChatGPT, and Copilot, with the ability to adapt to and learn new technologies
• Exceptional time management and organizational skills with strong attention to detail
• Ability to communicate effectively and professionally with stakeholders at all levels
• Strong problem-solving skills and the ability to manage competing priorities under tight deadlines
• Ability to always maintain discretion and confidentiality on a wide range of issues
• Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making
• Strong customer service orientation; a flexible and willing ‘can do' attitude
• Proven ability to work independently on multiple tasks while demonstrating initiative
• Degree in a related field is an asset

Benefits

• Numerous opportunities for professional growth and development
• Comprehensive employer paid benefits coverage
• Retirement income through a defined benefit pension plan
• The opportunity to invest back into the fund through our Deferred Incentive Program
• A flexible work environment combining in office collaboration and remote working
• Competitive time off
• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
• Employee discount programs including Edvantage and Perkopolis

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